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Sheet1 I. System Requirements Matrix Respondents to this RFI shall utilize the table below to indicate if their solution can or cannot meet the specific requirements listed by marking with an “X” in the appropriate box. Note that requirements in BOLD text are mandatory.
| SYSTEM REQUIREMENTS MATRIX | | | |
| General Requirements | | | |
| # | Requirement | Can meet | Cannot meet |
| 1 | Vendor or third-party hosted, cloud-based system. | | |
| 2 | Ability to accommodate up to 5,000 users. | | |
| Implementation/Project Management Requirements | | | |
| # | Requirement | Can meet | Cannot meet |
| 1 | Assignment of a dedicated project manager to oversee implementation. | | |
| System Technical Requirements | | | | |
| # | Requirement | Can meet with current configuration configuration | Can meet with custom programing | Cannot meet |
| 1 | Single sign-on to the system with Department network credentials. | | | |
| System Functional Requirements | | | | |
| # | Requirement | Can meet with current configuration configuration | Can meet with custom programing | Cannot meet |
| 1 | Interactive chatbot or other tool that will learn the various benefits available to State of Florida employees and guide Department employees to the benefits options best suited for their personal circumstances. | | | |
| 2 | Ability to pilot solution to a limited number of users to confirm functionality and acceptance by the Department. | | | |
| 3 | Allow customizable, controllable, updates to changes in benefits. | | | |
| 4 | Ability to track and provide reports on employee usage and trends on benefits recommendations. | | | |
| 5 | Ability to download information to different analytic applications such as Tableau. | | | |
| 6 | Provide standardized and customizable communications for confirmation of selected benefits. | | | |
| 7 | Multi-channel access: Support for accessing the application via web browsers, mobile devices, and collaboration tools (e.g., MS Teams). | | | |
| System Non-Functional Requirements | | | | |
| # | Requirement | Can meet with current configuration configuration | Can meet with custom programing | Cannot meet |
| 1 | Vendor provides system training for end-users and system administrators. | | | |
| 2 | Vendor provides a Service Level Agreement guaranteeing at least 99% system availability. | | | |
| 3 | Vendor provides ongoing maintenance of, and updates to, the solution. | | | |
| 4 | Vendor provides 24/7/365 technical support/helpdesk services. | | | |
| SYSTEM ADMINISTRATOR/ADMINISTRATIVE REQUIREMENTS | | | | |
| # | Requirement | Can meet with current configuration configuration | Can meet with custom programing | Cannot meet |
| 1 | Allows for multiple system administrators. | | | |
| 2 | Provides the Administrator the ability to add and delete users. | | | |
| 3 | Provides the Administrator the ability to assign user roles. | | | |
| SYSTEM SECURITY AND COMPLIANCE REQUIREMENTS | | | | |
| # | Requirement | Can meet with current configuration configuration | Can meet with custom programing | Cannot meet |
| 1 | Includes security measures to protect and secure information exempt from disclosure pursuant to Chapter 119, Florida Statutes. | | | |
| 2 | Meets the requirements set forth in the Americans with Disabilities Act (ADA) of 2008 and Section 508 of the Rehabilitation Act. | | | |
| OTHER REQUIREMENTS | | | | |
| # | Requirement | Can meet with current configuration configuration | Can meet with custom programing | Cannot meet |
| 1 | Marketing/communications templates or tools for in-house use to promote the system | | | |
II. General Questions Matrix Respondents to this RFI shall utilize the table below to answer the Department’s questions.
| DEPARTMENT QUESTIONS MATRIX | | |
| Vendor Profile Questions | | |
| # | Department Question | Vendor Response |
| 1 | Provide a brief description of your company including legal name, main office location and address, and years in operation. | |
| 2 | What is the name, title, address, phone number, and email address of the primary contact person for this RFI? | |
| 3 | What is the company’s experience in providing hosted, cloud-based, automated employee benefits election assistant solutions for large companies, organizations, or agencies with more than 1,000 positions filled annually? | |
| 4 | List any industry awards/recognition received, the awarding party, and the date received. Also include any vendor certifications and/or professional associations or organizations. | |
| 5 | Is the company a reseller or primary developer of the automated employee benefits election assistant system? | |
| 6 | Are the requested services available via an approved State of Florida Term Contract, Alternate Contract Source, GSA MAS Agreement, or other cooperative purchasing contract? If so, please provide contract number and additional information. | |
| System Technical Questions | | |
| # | Department Question | Vendor Response |
| 1 | What other applications can be integrated into the automated employee benefits election assistant system? | |
| System Functional Questions | | |
| # | Department Question | Vendor Response |
| 1 | How are the following managed through the system or by the vendor: integration with approved benefits (or benefit providers); benefit selection with corresponding pay deduction; over-selection/allocation of benefits? | |
| 2 | How many benefit categories does the system allow? | |
| 3 | How does a selected benefit proceed through the approval workflow in the system? (Similar to Q1) | |
| 4 | What standard dashboards are available in the system? | |
| 5 | What standard communications are available in the system? For example: final, approved, benefit selection. | |
| 6 | How does the system maintain and display information regarding benefit selection and approval? | |
| 7 | What are the different user roles (or permissions) available in the application? | |
| 8 | What types of reporting and data analytics capabilities does the application have? | |
| 9 | What capability does the system have to download information to other applications? | |
| System Non-Functional Questions | | |
| # | Department Question | Vendor Response |
| 1 | What other applications can be integrated into the automated employee benefits election assistant solution/application? | |
| System Administrative Questions | | |
| # | Department Question | Vendor Response |
| 1 | How many system administrators can be included in the system? | |
| 2 | What type of training is provided to end users and system administrators? | |
| 3 | What Service Level Agreement is provided to ensure system availability and technical support? | |
| System Security and Compliance Questions | | |
| # | Department Question | Vendor Response |
| 1 | What are the company’s policies and procedures for data safeguarding and information security? | |
| How does the company’s application meet the requirements set forth in the Americans with Disabilities Act (ADA) of 2008 and Section 508 of the Rehabilitation Act? | |
| 2 | | |
| Other Questions | | |
| # | Department Question | Vendor Response |
| 1 | Are there any additional features that the application provides that have not yet been addressed in other questions or the System Requirements Matrix? | |
https://www.section508.gov/manage/laws-and-policies/http://www.leg.state.fl.us/STATUTES/index.cfm?App_mode=Display_Statute&URL=0100-0199/0119/0119ContentsIndex.html&StatuteYear=2024&Title=%2D%3E2024%2D%3EChapter%20119https://www.section508.gov/manage/laws-and-policies/